CALL FOR EXPRESSIONS OF INTEREST FOR TEMPORARY AGENTS

FOR THE DIRECTORATE-GENERAL FOR TRANSLATION (DGT)

COM/TA/AD/01/21 – DANISH LANGUAGE (DA) TRANSLATORS (AD 5)

COM/TA/AD/02/21 – GERMAN-LANGUAGE (DE) TRANSLATORS (AD 5)

COM/TA/AD/03/21 – FINNISH-LANGUAGE (FI) TRANSLATORS (AD 5)

COM/TA/AD/04/21 – SWEDISH-LANGUAGE (SV) TRANSLATORS (AD 5)

Deadline for registration: 9 February 2021 at 12.00 (midday), Brussels time

The purpose of these selection procedures is to draw up lists of aptitude from which the

respective Language Departments of the above-mentioned Directorate-General of the European

Commission will recruit temporary agents as 'translators' (function group AD).

Any reference, in the framework of these selection procedures, to a person of a specific gender

must be deemed also to constitute a reference to a person of any other gender.

This call and its annexes form the legally binding framework for these selection procedures.

Number of successful candidates sought

COM/TA/AD/01/21 – DA: 25

COM/TA/AD/02/21 – DE: 35

COM/TA/AD/03/21 – FI: 25

COM/TA/AD/04/21 – SV: 25

Throughout the selection procedures, you will be invited to sit several tests as indicated in this

call. The Commission will ensure that the conditions under which you sit such tests are in line

with the recommendations established by the relevant Public Health Authorities (European

Centre for Disease Prevention and Control/other International/European and national

authorities).

The successful candidates may be offered a temporary contract pursuant to Title I, 2b) of the

Conditions of Employment of other servants of the European Union in accordance with the

Commission Decision of 16 December 2013 on policies for the engagement and use of

temporary agents:

https://ec.europa.eu/info/sites/info/files/jobs_at_the_european_commission/job_opportunities/do

cuments/commission-decision-temporary-agents-c-2013-9049-en.pdf (currently under revision).

The initial duration of the contract is four years for 2b) temporary agents and may be renewed

for a maximum period of two years.

The total duration of the contract will also take into account the relevant provisions in

Commission Decision of 28 April 2004 on the maximum duration of recourse to non-permanent

staff (seven years over a 12-year period),

https://ec.europa.eu/transparency/regdoc/rep/3/2004/EN/3-2004-1597-EN-6-0.Pdf as amended

by Commission Decision C(2013) 9028 final of 16 December 2013

https://ec.europa.eu/transparency/regdoc/rep/3/2013/EN/3-2013-9028-EN-F1-1.Pdf

and Commission Decision C(2019)2548 final of 5 April 2019

2

https://ec.europa.eu/transparency/regdoc/rep/3/2019/EN/C-2019-2548-F1-EN-MAIN-PART-

1.PDF

Please note that contracts, which may be offered to successful candidates, will be for positions in

the European Commission DGT premises in Brussels or Luxembourg.

Successful candidates who are offered a contract of employment will be graded on entry into

service in step 1 or step 2 of the relevant grade, according to the length of their professional

experience. The basic monthly salaries as an indication, as of 1 July 2019, are:

For grade AD 5:

Step 1: 4.883,11 €

Step 2: 5.088,30 €

The pay of staff members consists of a basic salary supplemented with specific allowances,

including, where applicable, expatriation and family allowances. The provisions guiding the

calculation of these allowances can be consulted in the Conditions of Employment of Other

Servants (https://eur-lex.europa.eu/legal-content/EN/TXT/PDF/?uri=CELEX:01962R0031-

20200101&qid=1579010653487&from=EN).

I - WHAT TASKS CAN I EXPECT TO PERFORM?

Successful candidates will be required to translate documents from original texts drafted mainly

in English into the language of their chosen selection procedure. The texts to be translated, which

are often complex, generally deal with political, legal, economic/financial, scientific or technical

subjects encompassing all the European Union's areas of activity. Duties may also include

revision of translations (both translations by in-house colleagues and by external contractors) and

terminology research. Performing translation and other relevant tasks requires digital skills and

intensive use of specific IT and related tools.

II - AM I ELIGIBLE TO APPLY?

You must meet ALL of the following general and specific conditions on the deadline for online

applications. During the course of each selection, the Authority Empowered to Conclude Contracts

of Employment (AHCC) will check whether you meet the general eligibility conditions while the

Selection Committee will check compliance with the specific eligibility conditions mentioned

hereunder:

1) General conditions:

Enjoy full rights as a citizen of a Member State of the EU

Meet any obligations under national laws on military service

Meet the character requirements for the duties concerned

2) Specific conditions – languages:

Article 12.2(e) of the Conditions of Employment of Other Servants (CEOS) provides that

temporary agents may be appointed only on the condition that they produce evidence of a

thorough knowledge of one of the languages of the Union and a satisfactory knowledge of

another language.

3

You must have knowledge of at least 2 official EU languages. In this call we will refer to the

languages as:

Language 1: level C2 (perfect knowledge) of the language of the chosen selection

procedure, used for the Main Language Skills test, the translation and revision tests

and the interview;

Language 2: minimum level C1 (thorough knowledge) of English, used for the

language comprehension test, the translation and revision tests and the interview;

Knowledge of any other EU language may be taken into consideration at the

recruitment stage.

Please note that the minimum levels required above must apply to each linguistic ability

(speaking, writing, reading and listening) requested in the application form. These abilities

reflect those of the Common European Framework of Reference for Languages:

https://rm.coe.int/CoERMPublicCommonSearchServices/DisplayDCTMContent?documentId

=090000168045bb52

Communication via the EPSO account between EPSO and the candidates who have submitted a

valid application will take place in one of the languages they have declared in their application

form at C1 level or higher.

Language 1 must be the language of the chosen selection procedure.

Language 1 corresponds to the target language of the given translation departments and the

language of communication within the department. A perfect command of that language is

required.

Language 2 must be English.

Given that the vast majority of original versions of the documents handled by the

Danish/Finnish/German/Swedish Departments of the DGT are drafted in English, knowledge

of this language is essential for both translation into the target language of texts produced in

that language and linguistic revision of translations as well as for performing other duties.

Successful candidates recruited following these selection procedures will therefore mainly

work with English-language documents and are required to have a thorough knowledge of

English.

3) Specific conditions - qualifications & work experience:

You must have a level of education corresponding to at least 3 years’ completed

university studies attested by a diploma.

No professional experience is necessary.

Please note that ONLY diplomas that have been awarded in EU Member States or that

are the subject of equivalence certificates issued by the authorities of one of these

Member States shall be taken into consideration.

4

III - HOW WILL I BE SELECTED?

1) Application process

When completing your application form, you will have to select as language 1 the language of the

chosen selection (Danish, Finnish, German or Swedish) and English as your language 2. You will

also be asked to confirm your eligibility for the selection procedure and provide further information

relevant to the procedure (for example: diplomas).

You can complete your application form either in your Language 1 (Danish, Finnish, German or

Swedish) or in Language 2 (English).

By validating your application form you declare on your honour that you meet all the conditions

mentioned under the section ‘Am I eligible to apply?’ Once you have validated your application

form, you will no longer be able to make any changes. It is your responsibility to ensure that you

complete and validate your application within the deadline.

2) Pre-selection: Computer-based Multiple-Choice Question (MCQ) tests

If you validate your application form within the deadline you will be invited to sit a series of

computer-based MCQ tests either in one of EPSO's accredited centres or remotely.

Unless instructed otherwise, you must book an appointment for the MCQ tests following the

instructions received from EPSO. Typically, you will be offered several dates on which you can sit

the tests, in various locations. The booking and testing periods are limited.

The computer-based MCQ tests will be organised as follows:

Tests Language Questions Duration Marking Pass

mark

Language

Comprehension

Language 2 12 questions 25 min Out of 12 6/12

Main Language

Skills

Language 1 25 questions 25 min Out of 50 30/50

You must reach the minimum pass marks in both marked tests in order to be able to qualify for the

next stage of the procedure. Where a number of candidates tie for the last available place, they will

all be admitted to next stage. These results will not be added to the results obtained in the

subsequent tests.

3) Eligibility checks

The eligibility requirements laid down in the section ‘Am I eligible to apply?’ above will be

checked against the data provided in candidates’ online applications. The Authority Empowered to

Conclude Contracts of Employment (AHCC) will check whether you meet the general eligibility

conditions, while the Selection Committees will check compliance with the specific eligibility

conditions under the section ‘Education and Training’ of the candidates’ online application.

5

Candidates' applications will be checked for eligibility in descending order of the total marks

obtained for the MCQ tests, until the number of eligible candidates for each selection reaches the

number of candidates to be invited to take the translation and revision tests. The other files will not

be checked. Approximately 4 times, but no more than 5 times, the number of successful candidates

sought for each selection procedure will be invited to take the translation and revision tests.

4) Selection: Translation and revision tests

Candidates who meet the eligibility requirements according to the data in their online application,

and who scored one of the highest total marks for the computer-based MCQ tests, will be invited to

sit two tests in languages 1 and 2 either in one of EPSO's accredited centres or remotely. Further

details and instructions will be included in your invitation letter. The tests are as follows:

i. Revision test (duration 30 minutes): Revision of a text translated into Language 1

(Danish/Finnish/German/Swedish) from Language 2 (English) with the use of

candidate’s own non-electronic (paper format) dictionaries.

The revision test will be marked out of 70, with a pass mark of 35.

ii. Translation test (duration 90 minutes): Translation into Language 1

(Danish/Finnish/German/Swedish) from Language 2 (English) with the use of

candidate’s own non-electronic (paper format) dictionaries.

The translation test will be marked out of 70, with a pass mark of 35.

If you do not reach the pass mark in the revision test, your translation test will not be marked.

You must score one of the highest combined overall marks in these tests to qualify for the next

stage of the selection.

5) Interview

Candidates who scored one of the highest combined overall marks in the translation and revision

tests, will be invited to an interview (online or in-person) held in languages 1 and 2, within the

limit of a maximum of 2 times the number of successful candidates sought for each selection.

Further details and instructions will be included in your invitation letter.

The interview will assess motivation and the following general competencies:

- analysis and problem solving,

- delivering quality and results,

- learning and development, and

- oral communication.

The interview will be marked out of 60, with a pass mark of 30.

Unless instructed otherwise, you will have to upload scanned copies of your supporting documents

to your EPSO account. Further details and instructions will be included in your invitation letter.

The marks obtained in the interview will be added to those obtained in the tests under Point 4 in

order to give candidates their final overall mark.

6

6) Lists of Aptitude

After checking candidates' supporting documents against the information provided in their online

application form, the Selection Committee will draw up a list of aptitude for each selection - until

the number of successful candidates sought is reached - of those eligible candidates who have

reached the minimum pass marks and obtained one the highest overall mark following the tests

and interview. Where candidates tie for the last available place on the list, they will all be included

on the list. Names will be listed alphabetically.

The lists of aptitude of successful candidates will be made available to the European

Commission for recruitment procedures and future career development. The lists will be valid

for two (2) years and their validity may be extended. Inclusion on an aptitude list does not

confer any right to or guarantee of recruitment.

IV - EQUAL OPPORTUNITIES AND SPECIAL ADJUSTMENTS

EPSO endeavours to apply equal opportunities, treatment and access to all candidates.

If you have a disability or a medical condition that may affect your ability to sit the tests, please

indicate this in your application form and let us know the type of special adjustments you need.

If a disability or condition develops after you have validated your application, you must inform

EPSO as soon as possible using the contact information indicated below.

Please note that you will have to send a certificate from your national authority or a medical

certificate to EPSO in order for your request to be taken into consideration.

For more information, please contact the EPSO-accessibility team by:

e-mail (EPSO-accessibility@ec.europa.eu); or

post: European Personnel Selection Office (EPSO)

EPSO accessibility

Avenue de Cortenbergh/Kortenberglaan 25

1049 Bruxelles/Brussel

BELGIQUE/BELGIË

Please clearly label this correspondence 'EPSO accessibility,' quoting your name, the number

of the selection procedure and your application number.

The supporting documents will be examined on a case-by-case basis and where duly justified, in

light both of the evidence submitted and of the principle of equal treatment of candidates, special

arrangements may be offered by EPSO within the limits of what is judged to be reasonable.

V – SECURITY CLEARANCE

Pursuant to Article 10(2) of the Commission Decision (EU, Euratom) 2015/444 of 13 March

2015 on the security rules for protecting EU classified information, all individuals whose

duties may require them to have access to the EU classified information shall be security

7

authorised to the relevant level (EU secret) before being granted access to such EU classified

information.

Given that the European Commission regularly handles sensitive and classified information

requiring a high degree of confidentiality, it is within the interests of the service that some

staff members working in the translation services have the appropriate security clearance to

translate documents containing such sensitive and classified information.

Therefore, the candidates successful in this selection may be asked, as a pre-requisite to

recruitment for certain posts, to submit themselves to security clearance procedure according

to the above-mentioned Commission Decision (EU, Euratom) 2015/444.

Successful candidates of this selection who apply to such posts are therefore understood to be

prepared to undergo security clearance procedure under the Commission Decision (EU,

Euratom) 2015/444. In all cases, these aspects will be clearly indicated in the vacancy notice

for the post concerned.

The security clearance procedure is carried out by a National Security Authority of the

Member State of the candidate’s nationality. The security clearance procedure may vary

considerably between Member States. Applicants are advised to inform themselves about the

procedure before applying to this selection.

VI - WHEN AND WHERE CAN I APPLY?

You must apply online on the EPSO website http://jobs.eu-careers.eu by:

9 February 2021 at 12.00 (midday), Brussels time.

Your application must be submitted via your EPSO account by means of the online application

form, following the instructions on the EPSO website relating to the various stages of the

procedure.

If you do not have an EPSO account you should create one by following the instructions for

creating an account on the EPSO website www.eu-careers.eu

You must have a valid e-mail address and are responsible for keeping it, as well as your personal

details, up to date in your EPSO account.

Once you have validated your application form, you will no longer be able to make any changes.

It is your responsibility to ensure that you complete and validate your application within the

deadline established in the present call for expressions of interest.

8

ANNEX I

1. COMMUNICATION WITH CANDIDATES:

Once your application has been registered, you can follow the general progress of the selection

procedure by consulting the EPSO website http://jobs.eu-careers.eu

Individual information will be available only via your EPSO account.

This is the case in particular for:

- MCQ tests: invitation and results;

- Eligibility results;

- Revision/Translation tests: invitation and results;

- Interview: invitation and results.

You should check your EPSO account regularly — at least twice a week. It is your

responsibility to update your EPSO account to reflect any change of residential or e-mail

address.

In all correspondence you must quote your name as given on your application form, the

selection procedure reference and the application number.

1.1. Automatic disclosure

You will automatically receive the following information after each stage of the selection

procedure:

− MCQ tests: your results and a grid with your answers and the correct answers by

reference number/letter. Access to the text of the questions and answers is explicitly

excluded;

− Eligibility: whether you were admitted; if not, the eligibility conditions that were not

met;

− Translation/Revision tests: your results;

− Interview: your results

1.2. Information on request

EPSO endeavours to make as much information available to candidates as possible, in

accordance with the obligation to state reasons, the confidential nature of Selection

Committee proceedings and the rules on the protection of personal data. All requests for

information will be evaluated in light of these obligations.

Any requests for information should be submitted via the EPSO website

(https://epso.europa.eu/help_en) within 10 calendar days of the day your results were

published.

9

2. SELECTION COMMITTEES

The Selection Committees are appointed according to the provisions of the Commission

Decision of 16 December 2013 on policies for the engagement and use of temporary agents

(currently under revision) to select the best candidates in the light of the requirements set out in

the call.

The Selection Committees also decide on the difficulty of the computer-based Multiple-Choice

Question (MCQ) tests and translation and revision tests. The decisions establishing the members

of the Selection Committees will be published on the EPSO website http://jobs.eu-careers.eu

Candidates are strictly forbidden to make any contact related to the selection procedures

with the members of the Selection Committees, either directly or indirectly. Any

infringement of this rule will result in disqualification from the selection procedure.

3. REQUESTS, COMPLAINTS AND APPEALS

3.1. Technical and organisational issues

If, at any stage of the selection procedure, you encounter a serious technical or organisational

problem, in order to allow us to investigate the issue and take corrective measures, please

inform EPSO exclusively via the EPSO website (https://epso.europa.eu/contact/form_en).

In all correspondence, please mention your name (as given in your EPSO account), your

application number and the reference number of the selection procedure.

If the problem occurs at a test centre, please:

alert the invigilators immediately so that a solution can be sought at the centre itself. In any

case, ask them to record your complaint in writing, and

contact EPSO no later than 3 calendar days after your tests via the EPSO website

(https://epso.europa.eu/contact/form_en), with a brief description of the problem.

For problems occurring outside test centres (for example, concerning the test booking

process), please follow the instructions in your EPSO account and on EPSO's website or

contact EPSO immediately via the EPSO website (https://epso.europa.eu/contact/form_en).

For issues with your application, you must contact EPSO immediately and in any case before

the deadline for applications via the EPSO website (https://epso.europa.eu/contact/form_en).

Queries sent less than 5 working days before the deadline for applications might not be

answered before the deadline.

3.2. Error in the computer-based multiple-choice question (MCQ) tests

The MCQ database is subject to permanent in-depth quality control by EPSO.

If you believe that an error in one or more of the MCQs made it impossible for you to answer

or affected your ability to answer, you are entitled to ask for the question(s) to be reviewed by

the Selection Committees (under the ‘neutralisation’ procedure).

Under this procedure, the Selection Committees may decide to cancel the question containing

the error and to redistribute the points among the remaining questions of the test. Only those

candidates who received that question will be affected by the recalculation. The marking of

the tests remains as indicated in the relevant sections of this Call.

10

Arrangements for complaints about the MCQ tests are as follows:

procedure: please contact EPSO only via the EPSO website

(https://epso.europa.eu/help/forms/complaints_en),

language: in the language 2 of the selection procedure in question

deadline: within 3 calendar days of the date of your computer-based tests

additional information: describe what the question was about (content) in order to

identify the question(s) concerned, and explain the nature of the alleged error as clearly

as possible.

Requests received after the deadline or that do not clearly describe the contested

question(s) and alleged error will not be taken into account.

In particular, complaints merely pointing out alleged issues of translation, and which do not

clearly specify the problem, will not be taken into account.

3.3. Requests for review:

You can request a review of any decision taken by the Selection Committee/the Authority

Empowered to Conclude Contracts of Employment (AHCC) that establishes your results

and/or determines whether you can proceed to the next stage of the selection procedure or are

excluded.

Requests for review may be based on:

− a material irregularity in the selection procedure process; and/or

− non-compliance, by the Selection Committees or the Authority Empowered to Conclude

Contracts of Employment (AHCC) with theStaff Regulations and Conditions of

Employment of Other Servants, the call, its annexes and/or case law.

procedure: please contact EPSO only via the EPSO website (

https://epso.europa.eu/help/forms/complaints_en);

language: in the Language 2 of the selection procedure in question;

deadline: within 10 calendar days of the date on which the contested decision was

published in your EPSO account;

additional information: indicate clearly the decision you wish to contest and on what

grounds.

Requests received after the deadline will not be taken into account.

3.4 Appeal procedures:

You can lodge a complaint under Article 90(2) of the Staff Regulations. You should send only

one copy, in the following way:

by e-mail, preferably in pdf format, to functional mailbox HR MAIL E.2 (HR-MAIL-

E2@ec.europa.eu)

The three-month time limit for initiating this type of procedure (see Staff Regulations

https://eur-

11

lex.europa.eu/LexUriServ/LexUriServ.do?uri=CONSLEG:1962R0031:20180101:EN:PDF)

starts to run from the time you are notified of the act allegedly prejudicing your interests.

Please note that the Authority Empowered to Conclude Contracts of Employment (AHCC)

does not have the power to change the decisions of a Selection Committee. The General Court

has consistently held that the wide discretion enjoyed by Selection Committees is not subject

to review by the Court unless the rules which govern their proceedings have clearly been

infringed.

3.5. Judicial appeals

As a candidate in a temporary agent selection procedure, you have the right to submit a

judicial appeal to the General Court, under Article 270 of the Treaty on the Functioning of the

European Union and Article 91 of the Staff Regulations.

Note that appeals against decisions taken by the Authority Empowered to Conclude

Contracts of Employment (AHCC) rather than by the Selection Committee will not be

admissible before the General Court unless an administrative complaint under Article 90(2) of

the Staff Regulations has first been made (see section 3.3). In particular, this is the case with

the decisions concerning the general eligibility criteria, which are taken by the Authority

Empowered to Conclude Contracts of Employment (AHCC) not the Selection Committee.

Arrangements for judicial appeals are as follows:

- procedure: please consult the website of the General Court

(http://curia.europa.eu/jcms/).

3.6. European Ombudsman

All EU citizens and residents can make a complaint to the European Ombudsman.

Before you submit a complaint to the Ombudsman, you must first make the appropriate

administrative approaches to the institutions and bodies concerned (see points 3.1. to 3.3

above).

Making a complaint to the Ombudsman does not extend the deadlines for lodging

administrative complaints or judicial appeals.

Arrangements for complaints to the Ombudsman are as follows:

procedure: please consult the website of the European Ombudsman

(http://www.ombudsman.europa.eu/).

4. DISQUALIFICATION

You may be disqualified at any stage in the selection procedure if the Selection Committee/the

Authority Empowered to Conclude Contracts of Employment (AHCC) find that you have:

- created more than one EPSO account;

- not met the eligibility requirements;

- made false or unsupported declarations;

- failed to book or sit one or more of your tests;

- cheated during the tests;

- not declared in your application form the languages required in this Call;

- attempted to contact a member of the Selection Committees in an unauthorised manner;

12

- failed to inform EPSO of a possible conflict of interests with a Selection Committee

member;

- signed or written a distinctive mark on anonymously marked written or practical tests.

Candidates for recruitment by the EU institutions or agencies must show the highest possible

integrity. Fraud or attempted fraud may render you liable to penalty and compromise your

eligibility for future selection procedures.

13

ANNEX II

EUROPEAN COMMISSION

PROTECTION OF YOUR PERSONAL DATA

This privacy statement provides information about the processing and the protection of your

personal data Processing operation: Declaration on the protection of personal data in connection with a selection procedure for temporary agents for posts other than management and advisory posts. Data controller: DG Human Resources and Security - Unit HR.DDG.B.1‘Selection, Recruitment & End of Service’

Record reference: DPR-EC-01728.1 Table of contents 1. Introduction 2. Why and how do we process your personal data?

3. On what legal ground(s) do we process your personal data?

4. Which personal data do we collect and further process?

5. How long do we keep your personal data?

6. How do we protect and safeguard your personal data?

7. Who has access to your personal data and to whom is it disclosed?

8. What are your rights and how can you exercise them?

9. Contact details

10. Where can you find more detailed information?

14

1. Introduction The European Commission (hereafter ‘the Commission’) is committed to protecting your personal data and to respecting your privacy. The Commission collects and further processes personal data pursuant to Regulation (EU) 2018/1725 of the European Parliament and of the Council of 23 October 2018 on the protection of natural persons with regard to the processing of personal data by the Union institutions, bodies, offices and agencies and on the free movement of such data (repealing Regulation (EC) No 45/2001). This privacy statement explains the reasons for the processing of your personal data, the way we collect, handle and ensure protection of all personal data provided, how that information is used and what rights you have in relation to your personal data. It also specifies the contact details of the responsible Data Controller with whom you may exercise your rights, the Data Protection Officer and the European Data Protection Supervisor. The information relating to the processing operation ‘Selection procedures for temporary agents organised by the European Commission for posts other than management and advisory posts.’ undertaken by DG Human Resources Unit HR.DDG.B.1, ‘Selection, Recruitment & End of Service’, is presented below. 2. Why and how do we process your personal data? Purpose of the processing operation: The European Commission collects and uses your personal information to organise or assist the Directorates-General (DGs) with the selection of temporary agents with a view to constituting a list of suitable candidates best matching the profile set out in the call for expressions of interest. The selection procedures can be carried out by DG HR with the relevant services of the requesting DG(s) only, or with the support of an Account Management Centre (AMC) or the European Personnel Selection Office (EPSO). Following publication of a call for expressions of interest for the selection of temporary agents, candidates send their application pack by e-mail to a dedicated functional mailbox created by the relevant services of the requesting DG(s) or, where applicable, the AMC, or via EPSO’s secure electronic platform, usually when the selection procedure is organised with the support of EPSO. In all cases, an individual file is created for each candidate. This file comprises:

the application pack, containing the duly completed application form; a CV, if required; a

motivation letter, if required; where applicable, the additional information provided by the

candidate in the ‘Talent Screener’ section;

copy of an official document proving citizenship (identity card or passport); copy of the

diploma(s) or certificate(s) of the required level of education; copies of documents proving

relevant professional experience;

the assessment sheets for the application file and the candidate’s performance in the tests to

which he or she has been invited;

correspondence with the candidate.

When the selection procedure includes computer-based and/or assessment centre tests, the subsets of the candidates’ personal data may also be processed using IT applications owned and/or operated by EPSO’s sub-contractors acting as data processors, in line with the rules and within the limits set by the applicable framework contracts.

15

The selection committee processes the candidates’ files (which include identification and admissibility data on the candidates), drafts the reasoned report and compiles the list of successful candidates, but does not store them. The Recruiter Portal is used to manage the lists of successful candidates and can be accessed within the EU bodies and institutions by HR management staff. At the Commission, these are: DG HR, AMCs, HR Business Correspondents, management staff and other members of the institution’s staff who have obtained access to the Recruiter Portal as part of a recruitment procedure for seeking and selecting candidates with a view to recruitment. Your personal data will not be used for automated decision-making including profiling. 3. On what legal ground(s) do we process your personal data? We process your personal data, because: processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the Union institution or body; Processing has the following legal basis:

- Regulation No 31 (EEC), 11 (EAEC), laying down the Staff Regulations of Officials and the

Conditions of Employment of Other Servants of the European Economic Community and the

European Atomic Energy Community;

- Commission Decision C(2013) 9049 of 16 December 2013 on policies for the engagement and

use of temporary agents.

4. Which personal data do we collect and further process? In order to carry out this processing operation, Unit HR.DDG.B.1 ‘Selection, Recruitment & End of Service’ collects the following categories of personal data:

- Personal data identifying the candidates: first name(s), family name(s) at birth, date of birth,

sex, nationalities, main language, identification document type and number, copy of the

identification document containing all personal data, national ID number, e-mail address,

selection procedure number, secret identification number allocated for the anonymous

marking of tests, ‘eligibility identification number’ used for identification during computer-

based tests.

- When the selection takes place with the support of EPSO, personal data relating to the use of

the candidates’ EPSO accounts: user identification code, number, username, login, password,

user visits log.

- Candidates’ personal data needed to allow them to be contacted, and for the practical

organisation of tests: address, post code, town/city, country, telephone

number(s),correspondence languages, test languages; Data provided by the candidates

concerning specific needs (particularly any health issues and/or disabilities); Data concerning

family, social and professional relationships liable to constitute a conflict of interest.

- Candidates’ personal data needed for the assessment in the light of the eligibility and/or

selection criteria established by the call for expressions of interest, and for assessing the

16

candidates’ motivation: training, details of professional experience, technical expertise and

skills, language skills.

- The results obtained by the candidates at the various stages of the selection process, and the

data relating to the evaluation of candidates’ qualifications, skills and competences (scores

and, where applicable, observations of the selection committee).

The provision of personal data is mandatory to meet the requirements for recruitment laid down in the Conditions of Employment of Other Servants of the European Union. 5. How long do we keep your personal data? The European Commission only keeps your personal data for the time necessary to fulfil the purpose of collection or further processing, as follows:

- the files of candidates on the list of suitable candidates are kept by Unit HR.DDG.B1 until

they are recruited by the Commission. As soon as they are recruited, the selection files are

destroyed and replaced by personal files.

- the files of candidates on the list of suitable candidates but not recruited by the Commission

are kept for two years, as from the date on which the list is closed;

- the files of candidates not included on the list of suitable candidates are kept for five years,

as from adoption of the reserve list;

- candidates’ data supplied in an application that was not validated in time are kept for one

year as from the closing date for applications for the selection procedure;

- files documenting the organisation of procedures for the selection of temporary agents are

kept for five years as from the date on which the reserve list is closed.

6. How do we protect and safeguard your personal data? All personal data in electronic format (e-mails, documents, databases, uploaded batches of data, etc.) are stored on the servers of the European Commission. All processing operations are carried out pursuant to the Commission Decision (EU, Euratom) 2017/46 of 10 January 2017 on the security of communication and information systems in the European Commission. In order to protect your personal data, the Commission has put in place a number of technical and organisational measures. Technical measures include appropriate actions to address online security, risk of data loss, alteration of data or unauthorised access, taking into consideration the risk presented by the processing and the nature of the personal data being processed. The organisational measures include restricting access to the personal data solely to authorised persons with a legitimate need to know for the purposes of this processing operation. When the selection is organised with the support of EPSO, see record DPR-EC-01154. 7. Who has access to your personal data and to whom is it disclosed? Access to your personal data is granted to the Commission staff responsible for carrying out this processing operation and to authorised staff according to the ‘need to know’ principle. Such staff abide by statutory and, where required, additional confidentiality agreements. The selection committee, Unit HR.DDG.B.1, the AMC staff in charge of the selection procedure, the staff of the requesting DG(s) in charge of the selection procedure and EPSO can therefore access the data deemed necessary for carrying out this processing operation. In addition:

17

• Within the EU institutions, HR management staff (for the Commission, DG HR, the AMCs, HR Business Correspondents), management staff and other institution staff members who have obtained access to the Recruiter Portal as part of a recruitment procedure have access to the Recruiter Portal to search for and select candidates for recruitment. • The EU courts and the Commission’s Legal Service can access data deemed necessary in relation to a request or an administrative complaint under Article 90(1) or (2) of the Staff Regulations and/or an appeal before the EU courts. OLAF, IDOC, IAS, the European Court of Auditors and the staff of the European Ombudsman can access data deemed necessary for specific cases or audits. • EPSO contractors tasked with the practical organisation of certain tests. The data provided to contractors are limited in terms of time and their scope of application, and are aimed solely at addressing the specific objective of identifying assessment centre candidates and managing test variants. The information we collect will not be given to any third party, except to the extent and for the purpose that may be required by law. 8. What are your rights and how can you exercise them? You have specific rights as a ‘data subject’ under Chapter III (Articles 14-25) of Regulation (EU) 2018/1725, in particular the right to access, rectify or erase your personal data and the right to restrict the processing of your personal data. Where applicable, you also have the right to object to the processing or the right to data portability. Data on admissibility criteria cannot be changed after the closing date for applications. The right of rectification cannot be exercised after the closing date for applications, insofar as this could influence the outcome of the selection procedure. You have the right to object to the processing of your personal data, which is lawfully carried out pursuant to Article 5(1)(a) of Regulation (EU) 2018/1725. You can exercise your rights by contacting the Data Controller, or in case of conflict the Data Protection Officer. If necessary, you can also address the European Data Protection Supervisor. Their contact information is given under point 9 below. Where you wish to exercise your rights in the context of one or several specific processing operations, please provide their description (i.e. their record reference(s) as specified under point 10 below) in your request. 9. Contact information

- The Data Controller

If you would like to exercise your rights under Regulation (EU) 2018/1725, or if you have comments, questions or concerns, or if you would like to submit a complaint regarding the collection and use of your personal data, please feel free to contact the Data Controller, Unit HR.DDG.B.1 of HR-B1-GDPR@ec.europa.eu - The Data Protection Officer (DPO) of the Commission

You may contact the Data Protection Officer (DATA-PROTECTION-OFFICER@ec.europa.eu) with regard to issues related to the processing of your personal data under Regulation (EU) 2018/1725.

18

- The European Data Protection Supervisor (EDPS)

You have the right to have recourse (i.e. you can lodge a complaint) to the European Data Protection

Supervisor (edps@edps.europa.eu) if you consider that your rights under Regulation (EU) 2018/1725 have been infringed as a result of the processing of your personal data by the Data Controller. 10. Where can you find more detailed information? The Commission Data Protection Officer (DPO) publishes the register of all processing operations on personal data by the Commission, which have been documented and notified to him. You may access the register via the following link: http://ec.europa.eu/dpo-register This specific processing operation has been included in the DPO’s public register with the following Record reference: DPO-1964-2/DPR-EC-01728.1- Selection procedures for temporary agents organised by the European Commission for posts other than management and advisory posts.